Strategic Roadmap and Latest Initiatives of Deanship of Graduate Studies

Deanship of Graduate StudiesApril 2009

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Outline Graduate Statistics Strategic Roadmap Evaluation of Admission Application Files Online Application System (BANNER) Progress of PhD Students Role of a Graduate Coordinator Awareness on the Rules & Regulations of

Graduate Studies

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Graduate StudentsGraduate Students

PhD Enrollment MS Enrollment

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Graduate StudentsGraduate Students

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Active Master StudentsActive Master Students

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Active PhD StudentsActive PhD Students

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Strategic Roadmap

Vision:To enable KFUPM be a leader in the region in providing quality graduate programs in Science, Engineering and Management

Mission:To provide quality graduate programs according to the best international practices that will enhance the research environment at KFUPM and contribute to the dissemination of knowledge

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Strategic Roadmap

Goals:

I. Enhance the research environment at KFUPM.

II. Increase knowledge dissemination.

III. Improve quality and efficiency of the graduate programs.

IV. Increase quality and diversity in graduate student body.

V. Increase the efficiency of the Deanship of Graduate Studies.

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Strategic Roadmap

Performance Indicators Graduate to undergraduate student ratio Graduate student to faculty ratio Number of active PhD students Average time for program completion Retention Rate Number of thesis-based degrees granted annually Number of non-thesis degrees granted annually Average processing time for admission application Average processing time for academic petitions Saudi to non-Saudi student ratio

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Goals/KPIs

Goal I: Goal II: Goal III: Goal IV: Goal V:

Enhance the research

environment at KFUPM

Increase knowledge

dissemination

Improve quality and efficiency of

the graduate programs

Increase diversity in graduate

student body

Increase efficiency of the

Deanship of Graduate Studies

1Graduate to undergraduate student ratio

X X

2Graduate student to faculty ratio

X

3Number of active PhD students

X X

4Average time for program completion X X

5 Retention Rate X X

6Number of thesis-based degrees granted annually

X X

7Number of non-thesis degrees granted annually

X X

8Average processing time for admission application

X

9Average processing time for academic petitions

X

10Saudi to non-Saudi student ratio

X

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Other Performance Indicators Number of Lecturers-B and RAs who reported to KFUPM. Number of admitted students. Enrolled-to-admitted graduate students ratio. Active-to-enrolled graduate students ratio. Dropouts-to-active graduate students ratio. Dismissed-to-active graduate student ratio. Number of students on scholarship from internal and external

agencies. Success rate: Ratio of completed credit hours with a grade of B and

above to total completed credit hours. Percentage of enrolled students to those given admission. Percentages of full & part-time students.

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Suggested Strategies Improve incentives for graduate students

Improve the salary package of RA’s and Lecturer-B’s (Proposal is under study)

Improve the salary package of Saudi Graduate Assistants (GA’s) (Approved)

Establish graduate scholarship programs that are funded by either KFUPM or companies (ARAMCO in ES and PETE, working for others)

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Suggested Strategies Introduce research-focused PhD programs

Introduce research-based courses in PhD Programs (proposal in University Board)

Introduce PhD programs with less course work requirement (Extension of above – not yet)

Provide more flexible and comprehensive PhD programs (To be discussed in Graduate Council)

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Suggested Strategies Reduce Visa delays

Utilize Student Visa for international graduate students (through scholarship programs) (Under study)

Speed up Visa processing time from the Personnel Department (Synchronization of processes was established)

Increase KFUPM Visa limit that was set long time ago (Request was submitted for CoRE’s and RI)

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Suggested Strategies Improve environment for graduate students

Provide on-campus housing for PhD married students (Done in 081)

Establish the following initiatives Extend the role of the CAAC to handle the problems of graduate

students. Establish a Graduate Student’s Club. (Done) Establish International Student Office (to serve their needs). Organize a Welcome Day/week for Graduate Students. (Done, 1st

Day was in 081) Organize workshops for development of graduate students with

the cooperation of DAD (e.g., in research, teaching, CV writing, proposal writing, etc.).

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Suggested Strategies Increase internal efficiency of the DGS

Improve admission/advising processes Automate DGS processes (Done for Admission – project started for

other functions) Establish/Enhance the role of the Graduate Coordinators in

departments. (In progress) Reduce the file processing time at the departments and DGS (3 weeks

at Dept.) Establish a Thesis Office (Done) Prepare an Academic Calendar (Done)

Revise tuition fees for part-time graduate students

(In progress)

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Suggested Strategies Establish an outreach program

Annual visit program Visit regional/international universities (Done – Egypt, India,

Pakistan, Turkey) Utilize MS scholarships from Gulf countries Reach to Saudi honor students (Done in 081 and 082)

Enhance marketing material Design easily accessible Website (Done) Design brochures, handouts and presentations for marketing

(Done) Subscribe in advertising websites for graduate studies Prepare standard presentations for visits and website (Done)

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Suggested Strategies Introduce research-based courses in MS-Engg. programs Establish English programs for graduate students (In

progress in coordination with CASS) Revise graduate studies unified regulations (In progress) Introduce different PhD and MS tracks Establish new internationally recognized programs:

Specialist Degrees (below MS) Professional Degrees (below PhD)

Establish international joint thesis supervision programs (In progress)

Provide graduate programs outside KFUPM campus

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Mapping Goals/Strategies Matrix

Goals/Strategies

Goal I: Goal II: Goal III: Goal IV: Goal V:

Enhance the research

environment at KFUPM

Increase knowledge

dissemination in the society

Improve quality and efficiency of

the graduate programs

Increase diversity in graduate

student body

Increase efficiency of the processes of the

Deanship of Graduate Studies

AImprove incentives for graduate students

X X

BIntroduce research-focused PhD programs

X X

C Reduce Visa delays X X X

DSecure required resources

X X X

EImprove environment for graduate students

X X

F

Increase internal process efficiency of the Deanship of Graduate Studies

X X

GEstablish an outreach program

X X X

HIntroduce research-based courses in MS-Engg. programs

X X X

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Goals/Strategies Matrix

Goals/Strategies

Goal I: Goal II: Goal III: Goal IV: Goal V:

Enhance the research

environment at KFUPM

Increase knowledge

dissemination in the society

Improve quality and efficiency of

the graduate programs

Increase diversity in graduate

student body

Increase efficiency of the processes of the

Deanship of Graduate Studies

IEstablish English programs for graduate students

X X

JRevise graduate studies unified regulations

X X

KIntroduce different PhD tracks for MS and BS students

X X X

LEstablish new internationally recognized programs

X X X

M Establish joint thesis supervision programs

X X X

N Provide graduate programs outside KFUPM campus

X X X

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Old Organizational Structure

DeanGraduate Studies

Graduate Council

Dean’s Office

Assistant Dean Graduate Studies

Admission Office

Academic Affairs Office

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New Organizational Structure

DeanGraduate Studies

Graduate Council

Dean’s Office

Assistant Dean Graduate Studies

Admission Office

Academic Affairs Office

Auditing Office

Reception Office

Outreach Office

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Evaluation of Admission Application Files

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Sending and receiving files in batches (by hand) has

proven to be efficient: No lost files Less delays

Three batches are sent every semester, one every month

Departments kindly need to send back all these batches within the deadline (3 weeks) to facilitate timely admission decision.

Sending and Receiving Files

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The minimum TOEFL score required is (68 IBT) for

Master and (79 IBT) for Doctoral Applicants.

IELTS is also acceptable. Min Score 5.5 – Master , 6.5 Doctoral.

Even if GRE/GMAT or TOEFL scores are not present, Departments kindly need to evaluate the files by clearly mentioning the required scores for admission.

Test Scores

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We strongly recommend that admission applications be discussed in a committee meeting rather than circulating among the members.

This is to make the evaluation and recommendation more meaningful.

Evaluation Method

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Non-Degree admission is NO longer accepted. Students satisfying one of the following conditions:

GPA < 2.5 (at least 2-year experience) Students with English Deficiency Students is many deficiency courses

One year to finish the Pre-Grad Program Pass 3 grad courses, 2 of which are core with > B in each Monitored periodically to dismiss low-performing students Grad courses taken are counted towards the degree

Pre-Graduate Admission

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Online Application System (BANNER)

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The Graduate Studies has started using Banner for

admissions. As with other ERP systems, Banner brings multiple

departments under one roof. Better statistical reports. Records will be stored forever. System is scalable.

Background

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It is planned to include the Depts in Banner System for the admission (expected to start in 091).

This will consequently lead to a paperless environment.

The next phase for DGS is the implementation of Banner for All Academic Affairs like Readmissions, Degree Plans, Thesis Proposals, Oral Defense, etc..,

Future Plans

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Progress of PhD Students

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PhD Students

Entrance Exam is not anymore required by the University – (Optional to Dept. on student-by-student basis)

Student is required to pass the comprehensive exam by end of 2nd year of enrollment.

NO need to finish ALL courses before setting for the Comp. Exam (exam is on 4-6 courses only).

Thesis proposal needs to be submitted by end of 3rd year. Currently, max duration for MS and PhD programs is being

revised.

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Role of a Graduate Coordinator

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Graduate Coordinators serve as liaisons between students,

faculty and administration [Graduate Studies & Department] DGS looks to Graduate Coordinators for input so that its

services can be improved. They should be familiar with the academic policies, procedures

and standards. A list of all Graduate Students should be maintained with their

current progress [e.g. degree plan submission, courses completed, thesis proposal, comprehensive exam, etc. ]

For Graduate Studies

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The coordinators need to be the head of a Departmental Graduate Committee that works to efficiently serve students.

They need to be updated about the latest policies, procedures and standards of DGS and also keep the department informed about it.

For Department Faculty

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Should be the first contact point for students encountering

difficulties. Provide students with advices on provisional status, degree

plans, possible research topics, available resources and advisor availability.

Monitor progress towards completion by all candidates enrolled in the Dept.

Keep students updated of relevant policies, procedures, due dates. Etc.

For Graduate Students

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Awareness on the Rules & Regulations of Graduate Studies

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Specific Form present on the website of Graduate

Studies. It can be used for:

Changing status from provisional to regular. Waiving GRE/TOEFL/Deficiency Courses etc. Transferring Credits from an unfinished degree at

another institution. Registering more hours than allowed, etc..

Academic Petition

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Flow of Academic Petition

Student (Initiation)

Department’s Graduate Coordinator (Approval)

Dean of Graduate Studies (Final Approval)

Department Chairman (Approval)

Registrar (Proper Action)

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A student admitted with academic deficiencies is referred to as

a PROVISIONAL STUDENT Such academic deficiencies could be GRE, GMAT, TOEFL,

Deficiency Courses, GPA in first 6 hours Students should fulfill these deficiencies within the first

semester of admission. If not changed into Regular within first semester, students will

be held from registration in next semester.

Provisional & Regular Status

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The students should use the academic petition form when they have fulfilled the academic deficiencies.

If such a petition is approved, the student will become a regular student.

Removal of Provisional Status

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The list is prepared twice every semester. Contains names of students who are still on Provisional Status. Such students should arrange to remove the names from the

list by changing into Regular. Students failing to do so will be put on registration HOLD and

will not be allowed to register for the forthcoming semester.

Hold List

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Specific Form available on DGS website in excel format. It is a roadmap for earning a degree. Shows what a student has achieved and what is still needed for

completing the degree requirements. Prevents a student from taking unnecessary courses that may

not be approved, which could waste his time. Students should submit their Degree Plans in the second

semester of admission at maximum.

Degree Plan

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Any graduate student has to maintain a minimum GPA of

3.00. Students with GPA less than 3.00 will be placed on an

academic probation and they should eventually raise their GPA.

Their status is reviewed every semester and will be issued Warning or Severe Warning letters.

Failure to raise the GPA above 3.00 will result in dismissal from the program.

GPA & Warning Policy

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All students need to register for the Thesis once they finish their courses.

Otherwise, they will be considered inactive and need re-admission.

A student needs to register for the thesis in order to: Submit the thesis proposal. Defend the thesis.

Thesis/Dissertation Registration

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Proposal and Committee should be approved by Department Council, College Council and by Deanship of Graduate Studies.

All the required forms available on DGS website. Please refer to the chapter on Thesis in the updated Graduate

Bulletin on the website of Graduate Studies.

Thesis/Dissertation Proposal & Committee Appointment

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A public oral defense is required from all M.Sc and PhD students as a part of their degrees.

The oral defense form has to be submitted 2 weeks to DGS before the intended date of defense.

The minimum gap between the proposal approval date and oral defense request is 3 months.

Oral defense is not allowed during the registration periods, final examinations and summer semesters.

Public Oral Defense of Thesis/Dissertation

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Readmission For the following students:

Have been inactive even for one semester. Have dropped ALL courses in a semester.

Full-time graduate students, RAs, Lecturers-B are NOT allowed to drop a semester or withdraw from ALL courses.

A student can get re-admission for 3 times at max. The form should be submitted at least 4 weeks before the start of

the intended semester to the department. For students inactive for more than 6 semesters, their cases have to

be approved by Dept., College and Graduate Councils!!!

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Important Deadlines at DGSAcademic Issue Deadline

Readmission Application 4 weeks before new semester starts

Changing Degree Objective 2 months before new semester starts

Degree Plan Submission End of 2nd Semester from initial admission

Oral defense Request Form 2 weeks before intended defense date

Last day of defense Last day of classes

Last day for clearing pending issues to avoid HOLD

2 weeks before new semester starts

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THANK YOUTHANK YOU